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2. 2 Agenda 2 Secure Destruction Service Overview and Update Mailer Participation and Enrollment Requirements Next Steps

3. 3 Large mailers send mail that is processed at USPS ® facilities prior to being sent out for delivery. Secure Destruction eliminates UAA Return to Sender mail at the USPS ® facility. Secure Destruction was created in response to mailers asking to reduce handling costs for “Return to Sender” mail with Privacy Protected Information (PPI) Applies only to letter-sized First-Class Mail ® Performed by USPS ® employees in USPS ® facilities An opt-in service for mailers provided at no additional fee Each year USPS ® returns over 1.2 billion pieces of Undeliverable-As- Addressed (UAA) First-Class Mail ® to mailers Secure Destruction Service

4. 4 Secure Destruction may be of interest to mailers who face the risk of liabilities if they don’t properly and securely destroy PPI Target Types of PPI Health Records Student Records Credit Card Records Consumer Records Financial Records State Security Breach Notification Laws Protected by… Financial Services Modernization Act of 1999 Protected by… Health Insurance Portability and Accountability Act of 1996 Governed by… Payment Card Industry Data Security Standard Protected by… Privacy Act of 1974 Protected by... Family Educational Rights and Privacy Act of 1974 Federal Government Records

5. 5 Government  Federal Government Agencies  State Government Agencies  Government Contractors Service Providers  Health Care  Insurance  Legal  Telecommunications  Utilities Education  Public Institutions  Private Institutions Financial Services  Banking  Credit Card Providers  Investment Firms Industries that will benefit most from using the Secure Destruction Service include:

6. 6 What additional in-house quality controls are used to ensure undeliverable SD mail is securely destroyed ? Mail Verification - All SD mail generated undergoes individual mailpiece verification prior to destruction Standard Handling Procedures - Mail that is not eligible or that could not be processed is handled per standard procedures Postal Inspection Service - Periodic security assessments of Secure Destruction processes and procedures are conducted Office of the Inspector General - Per Title 18, United States Code, investigations will occur for any allegations of mail theft by individuals and entities under contract with the Postal Service The Postal Service has a long history of protecting the sanctity of the mail.

7. 7 Securely destroying mail within USPS ® processing facilities provides three types of benefits: Security - Strengthens mailers’ information security programs, processes, and procedures Economic - Reduces the costs for mailers for handling and destroying RTS mail in-house or through third party contactors Environmental - Reduces the carbon footprint of UAA mail through recycling and eliminating unnecessary reverse logistics associated with returning mailpieces to the sender

8. 8 USPS ® uses industrial cross-cut shredders NAID maximum shred size:  Width: 0.75 inch  Length 2.5 inches  Surface Area: 1210 mm 2 USPS ® maximum shred size:  Width: 0.24 inch (6mm)  Length: 1 inch (25.4mm)  Surface Area: 152 mm 2 Current level of destruction exceeds the level required to meet the NAID standard Excerpt from the NAID Auditing Criteria June 2014 Secure Destruction shreds to a smaller size than the NAID standard

9. 9 P-Level 1: General Data Surface Area: ≤ to 2000mm 2 or strip width: ≤ 12mm (unlimited length) P-Level 2: Internal Data Surface Area: ≤ 800mm 2 or Strip width: ≤ 6mm (unlimited length) International Standard DIN 66399 has seven levels for paper data destruction P-Level 3: Sensitive & Confidential Data Surface Area: ≤ 320mm 2 or Strip width: ≤ 2mm (unlimited length) P-Level 6: Highly Secret Data Surface Area: ≤ 10mm 2 and strip width: ≤ 1mm P-Level 4: Particularly Sensitive & Confidential Data Surface Area: ≤ 160mm 2 and Strip width: ≤ 6mm P-Level 7: Top Secret Data Surface Area: ≤ 5mm 2 and strip width: ≤ 1mm P-Level 5: Secret Data Surface Area: ≤ 30mm 2 and strip width: ≤ 2mm

10. 10 USPS Secure Destruction shred size is more stringent than NAID, DIN, and common US industry practice for documents with sensitive and/or confidential information NAID Surface Area: 1210 mm 2 Dimension: 0.75” x 2.5” USPS SD Standard Surface Area: 152 mm 2 Dimension: 0.24” x 1” DIN Standards Level 3 Surface Area: ≤ 320 mm 2 or Strip width: ≤ 2mm DIN Standards Level 4 Surface Area: ≤ 160 mm 2 and Strip width: ≤ 6mm (0.24”) Common Industry Practice Surface Area: 252 mm 2 Dimension: 0.63” x 0.63” (5/8” x 5/8”)

11. 11 A USPS Secure Destruction industrial cross-cut shredder and paper shred size is pictured below

12. 12 “ The Secure Destruction Mail Service Program was launched nationwide at all 61 CIOSS plants across the country on November 18 th, 2014.” SD CIOSS Plant Locations

13. 13 Secure Destruction CIOSS Plant Locations ( 61 Nationwide)* AreaSD Plants Capital Metro Baltimore MDNorth Metro GA Charlotte NCRaleigh NC Greensboro NCRichmond VA Greenville SCSouthern MD Eastern Charleston WVMemphis TN Cleveland OHNashville TN Columbus OHPittsburgh PA Lancaster PARochester NY Louisville KY Great Lakes Detroit MIPalatine IL Indianapolis INSt Louis MO Milwaukee WI Northeast Central MAMorgan NY #1 Hartford CTSan Juan PR Northern NJ Pacific Honolulu HISacramento CA Industry CA AreaSD Plants Southern Austin TXLittle Rock AR Baton Rouge LA North Houston TX Birmingham ALNorth Texas El Paso TX Oklahoma City OK Fort Myers FLSan Antonio TX Jackson MSShreveport LA Jacksonville FLWest Palm FL Western Albuquerque NMPhoenix AZ Anchorage AKPortland OR Billings MTReno NV Denver CO Salt Lake City UT Des Moines IASeattle WA Kansas City MOSioux Falls SD Las Vegas NVSpokane WA Minneapolis MNWichita KS Omaha NE * Note: Initial pilot sites shown in bold text

14. 14 Regardless of where an SD mail piece originates, all UAA SD mail will be processed at one of the 61 CIOSS plants Business Mail Entry Unit (Anywhere Nationwide) CIOSS Processing Plant (61 plants Nationwide) Mail Address Location Deliverable Mail All UAA SD Mail (Intercept) UAA SD Mail (CIF and RTS) 1 st Class IMb SD Letter Mail

15. 15 USPS ® CIOSS Undeliverable Mail Processing (PARS) Letter-size First-Class Mail ® enters the USPS ® Combined Input-Output Sub System (CIOSS) processing facility. Label and Sort Mailpieces UAA RTS mail is labeled and sorted for Secure Destruction. Verify Mailpieces All SD mail is verified by USPS ® employees prior to destruction. Shred Mailpieces All verified SD mail is fed into an industrial cross-cut shredder at the USPS ® facility. Recycle Shredded Paper USPS ® facilities recycle shredded SD mail. Existing and new equipment will be used to complete the process 3 3 4 4 2 2 1 1 5 5

16. 16 USPS mail verification staff follow a detailed process to evaluate that all mailpieces are properly marked for secure destruction 1 Verify that the yellow label says “Secure Destruct”. 2 Verify that the mail class printed on the label matches the mail class on the letter. Note all SD mail should have a “1” on the SD label to indicate first class mail 3 If there is a surname on the label, verify that it matches the last name on the letter. 4 If there is also a first name on the label, verify that it matches the first name on the letter. 5 Verify that the mailpiece has a mailer applied IMB. 6 Verify that “ACS<-” appears on the yellow label in the upper right.

17. 17  Mail must be First-Class Mail ®  Mail must bear Intelligent Mail ® barcode (IMb TM ) containing a Secure Destruction Service Type Identifier (STID)  Barcode must be readable  Mailer must be enrolled in Secure Destruction Mail Service Program Secure Destruction participation requirements include:  A printed ancillary service endorsement is optional for First-Class Mail ® when using the IMb™

18. 18  If the barcode cannot be read and there is no printed endorsement, the mail will be treated as unendorsed  The default treatment for unendorsed First-Class Mail ® is to be forwarded or returned with no additional postage paid and no separate address correction notice Secure Destruction can only occur when the Intelligent Mail ® Barcode is readable  If “Change Service Requested” is printed and the IMb™ cannot be read, First-Class Mail ® will be returned to sender.  Ineligible mail pieces (e.g. flats) with an SD STID will be handled as ASR-Option 2 (i.e. forwarded if possible or returned to sender)..

19. 19  Full-Service or Basic IMb TM used on letter-sized First-Class Mail ® is allowed  Information and Resources regarding the IMb TM can be found at: https://ribbs.usps.gov/index.cfm?page=intellmailmailpieces https://ribbs.usps.gov/index.cfm?page=intellmailmailpieces  You may use an existing ACS TM account: SingleSource ACS TM, OneCode ACS ®, or Traditional ACS TM  If you do not already have an ACS account, complete and submit the ACS Enrollment Form at: https://ribbs.usps.gov/acs/documents/tech_guides/eACS001.PDFhttps://ribbs.usps.gov/acs/documents/tech_guides/eACS001.PDF  If you already have an ACS account with EPF access, then you may skip this step.  If not, go to http://epf.usps.gov for the EPF Web Access Request Formhttp://epf.usps.gov  The form is available in the Secure Destruction eNotification guide, or from: http://ribbs.usps.gov/forms/documents/secure_destruction/SDACS001.pdf http://ribbs.usps.gov/forms/documents/secure_destruction/SDACS001.pdf Use of IMb TM for letter-sized First-Class Mail ® is required 1 1 An ACS account is required to receive Secure Destruction Notices 2 2 Use Existing or Register for an Electronic Product Fulfillment Account 3 3 Enroll in the Secure Destruction program 4 4 Enrollment and Registration Requirements - There are five steps to register for Secure Destruction Service:

20. 20 STID will be provided after registration is complete Not Applicable for SD Basic Non-Auto ServiceFull Service Address Correction Option Without IMb™ Tracing With IMb™ Tracing Without IMb™ Tracing With IMb™ Tracing Full-Service ACS ™ – Change Service Requested Opt 1 w/Secure Destruction Available for Qualified Full Service IMb™ Full-Service ACS ™ – Change Service Requested Opt 2 w/Secure Destruction Available for Qualified Full Service IMb™ One Code ACS ® – Change Service Requested Opt 1 w/Secure Destruction Available for OneCode ACS® Participants One Code ACS ® – Change Service Requested Opt 2 w/Secure Destruction Available for OneCode ACS® Participants Traditional ACS ™ Format – Change Service Requested Opt 1 w/Secure Destruction Available for Traditional ACS™ Participants Traditional ACS ™ Format – Change Service Requested Opt 2 w/Secure Destruction Available for Traditional ACS™ Participants Determine which Secure Destruction STID you will use in the IMb TM 5 5  Information is available in the Secure Destruction Electronic Notification documentation.Secure Destruction Electronic Notification

21. 21 Receiving electronic notifications is a Two Part Process* 1.Notification of new address or reason for non-delivery is provided to mailer via ACS™ 2.Secure Destruction Data is associated with the IMb™ and will be provided in a separate report * All mailer SD eNotification records will be provided daily in reports available to registered mailers through the customer Electronic Product Fulfillment (EPF) customer portal website

22. 22 SD File Facility ID (i.e. CIOSS Plant Zip) Mailer IDMailer IMb TM Scan Date and Time Secure Destruction eNotifications Data File Record

23. 23 Review SD documents and materials available on RIBBS Discuss SD benefits and obtain buy in from senior management Reach out to us with any questions Share this presentation with key stakeholders in your organization  Increase your awareness of the new SD mail service option and how it works  Make the decision to enroll  Target the 1 st Class mailings that would benefit most from the service  Enroll in the SD Program via our National Customer Support Center  Prepare Mailings with SD STIDs  Start saving Money !! Next Steps NEXT STEPS

24. 24 For Additional Information on Secure Destruction visit the RIBBS SD Webpage at https://ribbs/index.cfm?page=securedestruction https://ribbs/index.cfm?page=securedestruction SD Enrollment and eNotification Questions?... Contact the National Customer Support Center at: Phone: 877-640-0724, option 1 Email: acs@usps.govacs@usps.gov Other SD Questions? …Contact the USPS Office of Sustainability SD Program Mgt. Team Phone: 203-574-6590 Email: ronald.f.robbins@usps.gov NEXT STEPS

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